Reference: 43370234
Organisation: Road Accident Fund (RAF)
Job Purpose:
The Administrative Assistant: Legal Costs Validation is responsible for managing the allocation of legal cost files and bills on the legal cost system. This ensures efficient assessment, validation, and requisitioning for payment, alongside general administration related to legal cost matters.
Key Responsibilities:
1. Office Administration
- Conduct initial screening of files and bills to verify alignment with the relevant RAF branch.
- Update file details to match information in the claims system (e.g. claim numbers, link numbers, claimant and attorney information).
- Stamp, sort, and differentiate between fee analyses, taxations, and block settlements.
- Identify if a bill pertains to High Court merits, quantum, or both, and confirm regional ownership.
- Coordinate inter-regional deliveries: scan, email, and prepare files for dispatch to other RAF regions.
- Update status and allocation of files on the claims viewing system.
- Maintain accurate records of legal cost payment files and monitor their movement.
- Request, retrieve, and file documents as needed.
- Handle internal queries, including tracking outstanding payments requested by the CEO.
- Retrieve and verify bill information from the Finance department.
- Respond to telephone queries from officers and attorneys, including urgent in-court queries.
- Liaise with attorneys for missing or correct documentation (e.g. claim numbers, ID numbers, court orders, powers of attorney, termination of mandate letters).
2. Bill Validation
- Confirm that bills match attorney details and have the correct claim numbers.
- Cross-check previous payments.
- Ensure offers are correctly recorded in the legal cost system.
- Promptly allocate files and bills to the legal cost system within defined timeframes.
3. Batching and Indexing
- Print payment histories and manually record all bills daily before submission to officers for payment authorization.
- Receive and review payment reports; submit verified requests to Finance within the required timeframe.
4. Reporting
- Track and maintain daily statistics on file allocations and pending assessments.
- Submit daily and monthly activity reports as required by management.
Minimum Requirements:
- NQF Level 4 (Matric / Grade 12)
- At least 1 year of relevant experience in Claims, Litigation, Summons, Administration, Registration, or Data Capturing
Competencies:
Behavioural:
- Personal Mastery
- Emotional Intelligence
- Ethics and Governance
- Customer Orientation and Focus
Technical:
- Proficiency in English and one other official South African language
- Strong communication and telephone etiquette
- Computer literacy
- Effective interpersonal skills
- Excellent organizational and time management abilities
- Team-oriented mindset
Note:
The RAF offers a Total Cost to Company (TCTC) package structure. Successful candidates must structure their benefits and contributions according to their personal financial needs.
